Business trips might present themselves due to necessary meetings in other cities or states. You and your employees might also take a business trip as a teambuilding-skills exercise. Whatever your unique situation might be, you’ve realized that you need help planning and organizing your first business trip.
This business trip requires all attending employees to stay focused on the business goal while there, but you can also use this time to build employee morale and teamwork skills. Even the most serious business trips can be fun at the same time! Use this as an opportunity to improve your brand, employee loyalty, and so much more.
Are you ready to provide your team with an awesome first business trip experience? Continue reading below for a few tips on how to plan it and stay organized, all while having fun!
1. Choose the Ideal Destination
Your first step should be to choose the ideal destination for your employees. Choosing might be something that you have the power to do, or you might not depending on the type of business trip. If you’re able to choose the destination for your business meeting or team-building experience, then you’ll want to think about the ideal location for your team.
What would you like to include on your team’s itinerary when they’re not in a business meeting or focusing on business-related work? What destination can provide a great place to get together with your team and others and discuss business, but still offer lots of fun?
Choose from some of your favorite resorts or consider a cruise as well!
2. Prepare All Required Documents for Travel
When it’s time to travel, there will be a few required documents from each traveler. Are vaccines or passports needed for the destination you’re visiting? Take time to research what’s required for your specific destination and prepare all documents for travel.
Keep in mind that flying isn’t your only option for traveling from one destination to another. You have plenty of options to choose from and should look into all options before deciding.
3. Book Transportation Services in Advance
When arriving at the destination, whether it be via plane, train, bus, you’ll need to have transportation to take you and all employees to the resort. Waiting until you arrive at your destination to plan this will cause a bit of chaos, so it’s best to book some type of transportation services in advance.
When everyone arrives at the destination, there will be a mode of transportation waiting to pick everyone up and bring them to wherever needed.
4. Schedule Unexpected Delays into Your Itinerary
When creating your itinerary, be sure to schedule in some unexpected delays. If you don’t allow a few gaps in the schedule for a few surprises, then you could be left frustrated and overwhelmed when the day isn’t going exactly how you planned.
Know that you can’t control every aspect of the trip. There will be possible flight delays, delays with your transportation services, rooms not being ready when you arrive, and more. Plan for the possibility of these things happening, and they won’t affect your schedule or your mood.
5. Create a Traveler Contact Sheet
You should have a sheet that lists all travelers attending the business trip and contact information for all of them. You should also include some other details on the contact sheet, such as emergency contacts, passport details, employee ID numbers, and more.
After creating your list, have all employees confirm that the information is correct before traveling.
6. Research Destination and Select Accommodations
Once you know where you’re going, take a few minutes to research the destination and select the appropriate accommodation. Look into what services the resort offers and what’s nearby. Are there nearby activities that would make for an excellent team-building experience?
You can boost employee morale by adding team-building activities nearby into the itinerary. Employees will build better relationships with one another and the business when traveling together, and including these activities will aid in the process. Create a truly unforgettable business trip for your employees by knowing what to expect from the destination and which attractions are nearby.
Your employees will see how much effort you’ve put into the trip for them and will, in return, provide you with their loyalty and higher work performance to ensure they’re invited along for the next trip as well.
7. Bring You Electronics and Prepare Employees
Don’t forget to bring all the necessary electronics for business purposes. You and your employees should all have the required electronics and charging devices to make the business trip successful. You should also plan to prepare all employees for the business meeting.
Bring employees together and discuss what everyone hopes to get out of the business trip and meeting. What do you expect from your employees? This is also the perfect time to review the dress code (including what to wear for possible team-building activities) and to answer all questions that employees might have.
8. Contact an Agent for Assistance
When things begin to feel overwhelming, don’t hesitate to contact an agent for assistance. An agent will know how to prepare extensively for the trip, find all of the accommodations and activities you need, all while saving you money!
Agents have the expertise needed to create trip bundles, which help save money and can answer all of your travel questions as well!
The First Business Trip Doesn’t Have to Be the Last
With these helpful business trip tips, your employees will have an enjoyable experience that they’ll always remember!
Once your employees have experienced their first business trip, keep the employee morale at an all-time high by offering trip incentives for employees and clients as well.
For more information on what a travel incentive or voucher is and how it can help your business, click here!
And don’t forget to contact one of our knowledgeable agents to help you plan your first business trip today.